Your Privacy and PHIPA: Our Written Public Statement

Often, FSD will collect, use and disclose your personal health information with your consent where it is necessary for a lawful purpose.

Under PHIPA, you have the right to consent, or to withhold your consent, to FSD’s collection, use and disclosure of your personal health information, except in specific circumstances where the law permits or authorizes FSD to collect, use or disclose your information without consent (e.g., for quality improvement, program planning, or mandatory reporting to regulatory colleges or other bodies).

In cases where FSD will collect, use or disclose personal health information without your consent, it will do so only where it has clear authority under PHIPA.

FSD collects personal health information in order to provide services and supports that meet your needs. This information is collected:

• Directly from you
• From someone acting on your behalf (such as a substitute decision-maker where applicable)
• Indirectly from others, with your consent or where permitted or required by law

The types of personal health information that FSD may collect include:

• Your name, date of birth, address, and contact information
• Information about your health history and current health status
• Information about the services you receive
• Relevant personal, family, and background details to help guide the supports and services we provide

As a health information custodian, FSD will not collect personal health information if other information will serve the purpose. In addition, the FSD will not collect more personal health information than is reasonably necessary to meet the purpose.

Uses and Disclosures of Personal Health Information

Family Services Durham (FSD) uses your personal health information to help deliver the services you receive. This includes supporting assessment, treatment planning, and the delivery of counselling and psychotherapy services.

FSD may use your personal health information to:

• Assess your needs
• Develop and deliver counselling and support services
• Monitor your progress and adjust services accordingly

Your information may also be used for program evaluation, quality improvement, risk management, compliance with legal and regulatory requirements, and staff training.

FSD may also disclose your personal health information for these purposes or in other situations where the law allows or requires it. For example, we may share your information:

• With your consent, to involve a family member or someone you trust in your care
• With other health or social service providers involved in your care
• If required by a court order or by law, such as in cases involving safety concerns or child protection
• With oversight bodies that review how services are provided
• With third-party service providers hired by FSD, who must follow strict privacy rules

Unless the law requires or allows it, we will not share your personal health information without your consent. You have the right to set limits on your consent or withdraw it at any time, as long as it complies with the rules under PHIPA. To do so, please contact the Corporate Privacy Officer listed at the end of this statement.

How We Protect Your Personal Health Information

Family Services Durham (FSD) is committed to protecting the privacy and security of your personal health information. We use a combination of administrative, technical, and physical safeguards to ensure the confidentiality, integrity, and availability of the information we hold.

Our safeguards include:

• Physical safeguards, such as restricted access to office spaces and locked storage for paper records
• Technical safeguards, including password-protected systems, secure networks, and role-based access controls to limit who can view or update your information
• Administrative safeguards, such as internal policies and procedures that guide staff on how to collect, use, store, and disclose personal health information in compliance with PHIPA

All staff receive training on these privacy and security practices and are required to follow them as a condition of employment.

When FSD works with third-party service providers, those providers must also protect your personal health information. Their responsibilities are clearly defined through written agreements or other appropriate arrangements, depending on the nature of the services provided.

If you would like more information about our privacy practices or the safeguards in place, please contact the Access and Privacy Office at privacy@durham.ca or 905-668-4113 extension 2050.

Accessing and Correcting Your Records

Under PHIPA, you have the right to request access to your personal health information that is held by FSD, as well as request corrections to your records if you believe they are inaccurate or incomplete.

To make a request to view or correct your personal health information, please submit a written request to the Corporate Privacy Officer using the contact information below.